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A PROJECT REPORT ON
PRODUCTION & MATERIAL MANAGEMENT
SUBMITED BY
YATIN, PRABHJOT, SANGEETA, ANISH, VISHWANATH,
DANDAPANI, MOSHAMI
SUBMITED TO
NES RATNAM COLLEGE
PROJECT GUIDE
PREETI KHITANI
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STUDENTS INVOLVED
3 MOSHAMI PATRA 32
4 ANISH PINGALE 33
5 VISHWANATH POOJARI 34
6 PRABHJOT KAUR 35
7 DANDAPANI REDDY 36
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DECLARATION
WE YATIN PATIL, PRABHJOT KAUR, ANISH PINGALE,
SANGEETA PATEL, MOSHAMI PATRA, VISHWANATH
POOJARI AND DANDA PANI ARE THE STUDENTS OF
F.Y.BMS OF NES RATNAM COLLEGE HERE BY DECLARED
THAT WE HAVE COMPLETED THIS PROJECT ON PURCHASE
MANAGEMENT FOR THE ACADEMICYEAR 2011-12 THE
INFORMATION SUBMITTED IS TRUE AND ORIGNAL TO
THE BEST OF OUR KNOWLEDGE.
STUDENTS SIGN.
1…………………….
DATE:……………… 2…………………….
3…………………….
4…………………….
SIGN.OF TEACHER 5…………………….
6…………………....
7……………………..
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ACKNOWLEDGEMENT
We would like to acknowledge and extend our heartfelt
gratitude to the following persons who have made the
completion of this Lecture Notes possible:
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INDEX
SR PARTICULARS PAGE
NO. NO.
1 INTRODUCTION 06
2 PRINCIPAL OF PURCHASE 07
3 OBJECTIVES OF PURHASE DEPARTMENT 11
4 ORGANIZATION OF PURCHASE 14
5 SYSTEM IN PURCHASE DEPARTMENT 17
6 TYPES OF PURCHASES 22
7 CONCLUSION 29
8 BIBLOGRAPHY 30
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INTRODUCTION
The Purchase is a main activity in the area of Materials
Management. It is the most important Function in any organization. This is
the place where money is spent out of the organization. It decides the
profitability of the company. It is studied that one percent saved in the
purchase function improves the profit of the company as much as 2 to 3
percent.
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PRINCIPLES OF PURCHASE
Principles of Purchasing can be called by “7 Rs”. They are as follows:
The purpose of
this web site is to provide easy access to Procter & Gamble information that
is of value to prospective and current P&G suppliers, agencies, and
providers of goods, equipment, services and sponsorship opportunities.
The information on this site outlines the fundamentals of how P&G
conducts business with its suppliers and how the Company views supplier
relationships in general. It gives a brief sketch of how P&G Purchases is
organized and offers an avenue for those interested in becoming P&G
suppliers. It also provides information to current P&G suppliers who want
to enhance their understanding and connectivity with P&G.
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Global Sourcing Principles
In addition to embracing the Company’s Purpose, Values and Principles,
our Purchases people are guided by five global principles for strategic
sourcing. These five principles establish a foundation for our discipline and
serve as guidelines in our daily activities as we interact with external
suppliers.
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Externally-Linked Supply Solutions
We deliver solutions that meet P&G
business needs by bringing the Company’s deep supply
and market knowledge and access to supplier
competencies, resources, and relationships around the
globe. We create effective business alternatives to
develop commercial and supply solutions for P&G
businesses that deliver improved service, revenue and
profit, while flexible enough to accommodate market
changes.
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Supplier Incumbency
We seek to balance stability in our
supply base and orderly shifts of business with the
need to seek out new suppliers who offer superior
value. We prefer ongoing relationships with
incumbent suppliers because we believe they
deliver lower long-term costs and higher value to
our business. Therefore, to win our business, new
suppliers must provide meaningfully better total
value than the incumbent. Incumbency is applied to
each specific situation where a number of elements
are considered that includes P&G business needs,
past performance and future potential of a supplier, impact of business
shifts on overall marketplace competitiveness and long-term
buyer/supplier relationships, and costs for start-up, qualification, and/or
shut-down.
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OBJECTIVES OF PURCHASE
DEPARTMENT
Businesses often buy as many goods and services as they sell.
They buy materials to help produce products. They hire service
professionals on a contract basis when they don't have the expertise within
their staff to get things done. To monitor the purchasing process and ensure
that it stays within the parameters of keeping the company profitable, a
business uses the purchasing department to oversee suppliers, service
providers, equipment purchases and even research into quality control.
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3) From the point of view of keeping the production line flowing the
purchase activity plays an important role. Uninterrupted production is
possible by the proper action by the purchase department.
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outside world. It has to create for the organization through healthy buyer-
supplier relationship.
7) Help the design and development departments to develop new
products and related new components of those products.
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ORGANIZATION OF
PURCHASE
Purchasing department is usually under the General Manager at par with
other functional departments such as
engineering, finance, accounts,
manufacturing, marketing etc.
sometimes it is kept along with other
related departments like stores,
inventory and materials control,
under materials manager who in turn
is under General Manager. Choice of
an organizational structure depends
on the volume of work and value of
the purchase. A good structure encourages the assignment of specific
responsibilities, specific authorities and smooth chains of command of
delegation. It should lead to development of policies that permit routine
decisions to be made by subordinates.
a) Organization by function:
It is based on the principle that job should be organized so as
to promote maximum specialization of skills. Total purchasing job is
broken up on the basis of specialization, such as follows.
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Receipt of material, inspection and storing.
Dealing with accounts section,
Maintenance of records etc.
b) Organization by product:
In the company different products are developed,
manufactured and marketed. Each product has to have its own purchase
cell. The persons get better knowledge of the product. So they can have
better understanding of need of quality as well as quantity requirements of
the items. These persons can help planning part of the production function.
The items purchased are classified into groups and each group
is assigned to a team of personnel who specialize in purchase of that
particular type of materials. For example,
a team may be specialist in buying raw
materials. While other in components and
sub-assemblies, and so forth. get good
exposure to purchase knowhow. Also
since each product has different variety of
the components involving different
processes, they get good technical
knowledge of the processes and the
persons involved have to handle all the responsibilities of the purchase
functions. So they vendors accordingly,
c) Organization by location:
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There are multiple locations for a company. This is
applicable for the organizations, which are large and have several plants.
Each plant has a purchase department
under the overall supervision of the
central purchasing department. The
central purchase may help for
organizational needs but each individual
purchase department will have its own
freedom to decide their prices and rules.
d) Organization by process:
The Company is basically involved in very standardized
processes. The buyers need to be expert in the manufacturing processes.
In such case of manufacturing, sometimes it is advisable
to organize the purchase activities according to the stage
of manufacturing.
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SYSTEM IN PURCHASE
DEPARTMENT
The procedure of the purchase is shown as per the flow chart
shown in the next page. These are the step in which purchase transactions
carried through from its inception to its conclusion. Since there are wide
variations among industries, companies, organizations, products and
personnel, there will be some slight deviation in the procedure to suit the
particular set up of the company.
1) Purchase requisition
This is the document, which initiates the activity of purchasing any matter
in the organization. Any person needing some material in the company fills
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up this form. The initiator gets the component drawing and finds the
annual requirements for the item. He calculates the rate for the item if it is
not available. If the item is new, the rate for the item has to be calculated.
The document has to be authorized before it is released to the purchase
department, because it generates inventory in the organization.
2)
Requisition of quotation
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After the purchase department receives the purchase request, it
gets trigger for further chain of activities. The buyer releases the enquiry to
the vendor. There should be generally 3 vendors. All of them should be
capable to make the item as per the quality required. Also the vendor
should be having capability to
invest finance required to
generate the goods. In the
“enquiry” form it is essential to
fill up quality requirements of
the item and annual
requirements for vendor to
understand the business content
in the enquiry. The vendor also
must know clearly, the name
and designation and telephone
number of the person to whom
he has deal. Many buyers
methodically rotate their lists of
potential suppliers in requesting
quotations.
If supplier is high bidder on several quotations, his name in
term porarily dropped from the list. Suppliers who already have a
substantial amount of the buying company’s business may also be dropped
temporarily.
Buyer should not request a quotation from supplier with whom
he has no intention of doing business. Quotations are expensive to prepare,
and it is unethical to ask suppliers to prepare them when they will not get
an order regardless of what price the quote. The buyer can do nothing with
the supplier’s quotation until engineering department approves or rejects in
the purposed change. If the change is approved, he usually will get new
quotation from other bidders.
3) Purchase order
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The buyer gets quotation from different vendors. He has his
cost estimation ready. He then tabulates the quotations. Find who the
lowest quotation vendor is. He also evaluates the credential of the vendors.
He then invites top one
or two vendors who are
eligible for getting order
of discussion. He
negotiates the price and
places order on the
party. If there is urgency
he gives letter of indent
to the party to start the
work, before he can give
authorized order copy
to the vendor. There is
very rare case when the
order can be placed in
good time, which can
give “proper lead time”
to the vendor to process
material. So it is
essential to expenditure
the matters to place the
order.
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done unless good follow up is done. Very rare vendor Is found, who
supplies material as he promises and as what is discussed and agreed
amongst two parties.
So the buyer has to have good skills follow up. This activity demands
following:
(a) Telephoning at regular intervals.
(b) Visit to the vendor’s factory and seeing progress regularly
(c) Calling vendor at regular interval for discussion on plans.
(d) For new components development attending tool trials and expediting
sample inspection reports
The follow up has to be done to see that the matters are moving
as per the plans.
TYPES OF PURCHASES
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As per the company and needs of the occasion the purchase method
has to be adopted. The normal procedure may be proper for the regular
items. But it is not always advisable to go through that procedure.
TENDER SYSTEM:
This method is usually followed in government organization,
Municipal Corporations or public sector organizations, for buying number
of types of items or services. Intention is mainly to curb the possibilities of
favoritism and give good way to auditing function.
The method motivates buying process impersonal .It
also gives opportunities to the variety of known and
unknown suppliers.
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(5) The tenders are opened publicly on the decided date and the work is
awarded to the lowest bidder.
(6) If the lowest bid is more than the estimated cost, the negotiations are
done with that party and then they are awarded the work.
SUBCONTRACTING:
This method is used basically for the purpose of getting the assembly or the
sub-assembly of the products done from the vendors. The vendors in this
case have generally the small factory. He may be having the small assembly
tables at house. The investment in the equipment is low and more of labour
force available. The people recruited
there may be with low skills and they
often need guidance and training
from the buyer’s factory.
This methodology took popularity in the countries like Japan where the
small vendors were groomed to develop cottage industry. This concept is
taking roots in India.
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CAPITAL EQUIPMENT PURCHASE:
The purchase of the capital goods is usually is planned in the days of
prosperity and when the production and sale rise is projected. The
manufacturing and related departments are generally aware as to what they
want for progress and to enhance the capabilities. They are waiting for the
signal from the seniors to start. This people know the makes and
specifications.
Methodology:
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Make comparative study of the specifications and quotations. The
specifications and quotations. The. The manufacturer selling engineer
of the manufacturer does lot of the buyer’s drawings. Sometimes the
sells person tries to load his efforts on the quotation. It must be kept in
picture at every time.
Make the indent for purchase department.
Negotiate the price and other details with the vendor. Such as trials,
training, approval, testing of the samples made in trial. SPC study
case of criticality of the equipment to arrive at Cp, Cpk etc.
Place the order to the supplier. Often sells price includes the efforts
mentioned above for trials and forwarding. Numbers of other details
are to be settled in case of overseas supplier. These have to be done
along with the Indian selling agents of that party.
In case of imported equipment the import license is to be opened.
When the equipment is ready conduct the exercise of trials as
mentioned above.
After satisfaction get the equipment at the factory.
Make the payment and inform the accounts department about closing
the sanctioned budget.
Important consideration is the reliability of the vendor in standing.
Once the equipment is installed, unexpected problems can arise. In
that case, what is the vendor’s policy on providing replacement?
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Many firms use petty cash funds for making small one time purchases
often less expensive for an individual user or a purchasing delivery to buy
minor items personally and pay for them from a petty cash to avoid buying
them through the conventional buying system. Any inefficiency that may
arise because of a lack of buying skills is
more than saving the cost of placing a
purchase order.
This is system that virtually eliminates
paper work. A sum of money set aside to
meet minor expenses of a business. This
procedure is most effective for purchasing
small orders from any sources whether
registered or unregistered.
It is not essential to get the authorized indent for these purchases.
Generally these are the items, which do not go to stores, and do not need, in
the regular production of the product. These may be sundry items those are
readily available in the market and very low in value.
For example:
Pliers are available in the market and is not a stock of the company. The production
supervisor will buy it on cash purchase method. The cost of pliers is about Rs.60.
making the indent and placing order and buying through normal system will take
more than Rs.500 and also it will take more than a month or two. All that is not
essentials. Cash purchase is thus very convenient way to buy small items.
STOCK PURCHASING:
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The recent material management demands to reduce or
avoid inventory. That is aimed at by stockless purchasing. For getting
success in that purpose, it is necessary for the buyer and the supplier to
work together very closely. There is no financial
commitment is from purchasing company. This
responsibility is lying on the supplier. The
goods may be located either at the supplier’s or
the buyer’s location.
ORDER ON TELEPHONE:
For small orders this method is used to reduce the paper work in this
method the purchase department does not prepare a formal purchase order
when the international material requisition is received. The order is placed
by telephone. The requisition is used in the
receiving procedure. The requisition form is
used for the purpose of international control.
The request includes all the data normally
included on a purchase order.
CONCLUSION
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Purchase departments buy raw materials, parts,
machinery, and services used by production systems. The objective of
purchase management is to procure the right equipment, materials, supplies
and services in the right quantity, of the right quality, from the right
suppliers, at the right time, at the lowest price. While the value of
purchased items varies from industry to
industry, it adds up to more than fifty percent
of sales in all industries. Purchase management
is regarded as a significant activity in many
organizations because of the high cost involved
in carrying out purchasing activities, increasing
quality benchmarks, and increasing global
competition.
BIBLIOGRAPHY
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www.icmrindia.org
www.purchasemanagement.com
www.pgsupplier.com
www.wikipedia.com
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